Executive Assistant & Office Manager (Emirati Only)

Job Overview

Main Responsibilities

• Country Manager (In the absence of the Executive Assistant to the Country Manager)
• Carry out general executive assistant duties including typing, developing, co-coordinating and formatting presentations (PowerPoint), correspondence (Word) and spreadsheets (Excel) and ensure it is presented in the most professional manner.
• Vet all correspondence for Country Manager and draft responses or take other appropriate action.
• Organize and prepare luncheons, meetings and events as required including staff conferences, P.R. events and other, including managing travel and accommodation.
• Attend weekly management meetings and prepare minutes to be circulated to the attendees for appropriate action and follow up
• Manage Country Manager diary and ensure that all meetings are carried out as planned
• Perform general office duties, including maintaining the filing systems of the Country Manager and Senior Management team to facilitate easy retrieval and systematic organization.
• Manage the telephones of the Senior Management Team, taking messages and dealing with enquiries as appropriate to enable all callers to have a point of contact in absence of any member of the SMT. Responsible for scheduling and management of their calendar for events, employee programs, roadshows etc.
• Co-ordinate the leave and absence tracking for the SMT and ensure that all paperwork and systems are accurately completed and approved
• Provide administrative and executive support for Area Senior Managers/GMB visiting the country

Events – Area/Global, Sales, HR

• Play an integral part in supporting the Marketing team for events including organizing and coordinating with customers
• Point of contact for customers & Coordinating with suppliers. Available at events to greet VIP customers and support with co-ordination
• Support Area/Global on locally organized events such as CBRs, MEEG, Functional meetings, Events etc
• Providing support to the HR team for employee events linked to SMT roadshows. Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly. Liaising with HR &other departments for approvals
• Providing support for co-ordination of travel arrangements/hotels for CIM big bang events

Customer Service

• Handling Customer complaints escalated to the Country Manager
• Communication with Customers
• Coordinating and follow up with CS, Operation and Sales. Ensure proper feedback is given to customers

Other Departments

• Stationary project : Design, Plan, implement, coordinate & manage the process , Maintain & Replenish inventory, Check stock to determine Inventory levels, Control costs, keep record & file.
• Office Assistant: Allocate responsibilities & tasks, Managing performance, Training & Development, scheduling, coaching.
• Meeting rooms: Set up standards & policies, schedule, Booking system process and coordinate.
• Managing and scheduling of Employee Transportation Service
• Management of the Mailroom administrator and mailroom services ensuring service is as per standards and coverage during leave
• Work with the facilities team

Customers

• Point of Contact at DHL Events to ensure that Customer requirements are met.

Suppliers

• Coordinate between various suppliers to get the best deal for DHL along with Procurement
• Negotiation and coordinate the best deal along with Procurement
• Manage the indoor catering team
• Manage the Fitness Centre Supplier and Instructors including scheduling of classes etc
• Procure required furniture and fitness equipment for the Meydan office

Education

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.

Experience

• 3-5 years of experience in an Executive Assistant or Office Management role supporting senior leadership.
• Prior experience in multinational or matrix organizations is an advantage.
• Experience handling confidential information and managing office functions/events.

Technical Skills

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with calendar management tools and travel booking platforms.
• Experience with internal systems such as SAP (advantageous but not essential).

Administrative & Organizational Skills

• Strong organizational and time management skills with the ability to handle multiple priorities under pressure.
• Excellent planning skills for events, meetings, and executive schedules.

Communication & Interpersonal Skills

• Strong written and verbal communication skills in English.
• Professional demeanor with the ability to interact effectively with internal and external stakeholders at all levels.

Personal Attributes

• High level of discretion and confidentiality.
• Proactive problem-solver with attention to detail.
• Flexible, adaptable, and able to work independently or in a team.

Desirable

• Certification or diploma in Executive Assistance or Office Management.
• Experience coordinating travel, events, or high-level meetings across regions.